ATTACHMENT_2_-_Functional_and_Technical_Requirements_(Final).xlsx
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- Attached to
- Peace Corps Learning Management System Federal contract opportunity
- Solicitation number
- PC-17-Q-030
- Issued by
- Peace Corps
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Attachment 2 Functional and Technical Requirements
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Instructions
Instructions
Peace Corps expects that any modern Learning Management System (LMS) shall satisfy the requirements described in this spreadsheet. The Contractor is instructed to respond to each requirement by indicating whether their solution:
· Meets the requirement out of the box with no or minimal configuration, as the solution exists today. (Do not check this box if the software does not provide this feature as of the date of submission of the quote.)
· Is an available add-on but for an additional cost
· Is currently unavailable, but could be developed at an additional cost to Peace Corps
Attachment 2 - Functional and Technical Requirements
Technical Requirements
| Attachment 2 - FUNCTIONAL AND TECHNICAL REQUIREMENTS | |||
| Reference Number | Requirement | Vendor LMS | Comments |
| Accessibility | |||
| 1 | The system shall adhere to Section 508 accessibility standards as listed in RFQ Section 5.15. | ||
| 2 | The system shall be web-based, SaaS solution, with a 24-by-7 uptime (to be defined by the vendor within the SLA as 99.8% or better uptime) | ||
| 3 | The system shall be accessed through a web browser, and shall be browser agnostic | ||
| 4 | The system shall be mobile ready and responsive, capable of being accessed via smartphone and tablet. There shall be a similar experience between a computer, laptop, tablet, and phone. | ||
| 5 | The system shall enable publishing of Sharable Content Object Reference Model (SCORM) packages, instructional videos, and supplementary documentation to include: PowerPoint presentations, Portable Document Format (pdf) and Microsoft Office files (docx, xlsx, pptx). | ||
| 6 | The system shall detect low bandwidth connections and offer the Learner the capability for a low bandwidth connection/interface. The lowest support required would be 1MB connection and the lowest latency of 400ms. | ||
| 7 | The system shall detect non-compliant software configurations on the user’s landing page. Minimum system requirements shall be displayed, as well as mitigations. | ||
| 8 | The system shall encrypt all traffic and data (in transit). | ||
| 9 | The vendor solution shall support up to 3,000 staff and 9,000 Volunteers, distributed across the globe. | ||
| Security | |||
| 10 | All data shall be scanned for viruses before uploading into the system. | ||
| 11 | The LMS application and hosting platform shall be FedRAMP Compliant: JAB Provisional Authorization, Agency Authorization, and CSP Supplied Package. If the Contractor does not have FedRAMP Certification, the Contractor must have plans in place that will result in FedRAMP certification within three (3) months from the date of quote. The Contractor shall attach their FedRAMP certification or their plan for certification to the quote. If the Contractor does not have or plan to get FedRAMP Certification, the Contractor must present an active FISMA compliant Authority-To-Operate (ATO) from one or more US Government agencies. |
If the Contractor is not FedRAMP certified and does not have an Agency ATO, then the Contractor shall prepare a complete Security Assessment Package (SAP) for the system/solution in accordance with NIST SP 800-53 rev 4. The Contractor shall have a System Assessment and Authorization performed by an independent third-party assessor. The Contractor shall remediate the findings and vulnerabilities identified during that assessment within 90 days of the notification of finding. The contractor must provide a Continuous Monitoring Plan in accordance with NIST SP800-37, Task 2-3: Develop a strategy for continuous monitoring of security control effectiveness and any proposed or actual changes to the information system and irs environment of operation. Peace Corps Information Security will review the SAP and issue an ATO if all documentation is complete and meets security requirements described in deliverable #3, section 5.16 and section 5.18. The LMS will not be accepted by Peace Corps until an ATO is achieved by the Contractor.
Minimum SAP includes a System Security Plan, Security Test & Evaluation (ST&E) Plan, Security Assessment Report, Continuous Monitoring Plan, Contingency Plan, Interconnection Security Agreement, Plan of Action and Milestones (POA&M), Risk Assessment and Security Controls Assessor Recommendation Memo.
| 12 | The system shall provide authorized Peace Corps staff and Volunteer users with secure connections across wensires and services in accordance with OMB M-15-13 when logging in using Agency assigned user name and password via the landing page. |
| 13 | The system shall provide forensics support services compatible with AlienVault (E-discovery, bulk email data export, chain of custody) |
| 14 | The system shall alert Peace Corps IT Security on all confirmed security incidents within four hours (per FEDRamp requirements). |
| 15 | The system shall support Data-at-Rest encryption requirement |
| Help | |
| 16 | The system shall provide online help/tutorial to assist users with site navigation, functionality, user role capability and Frequently Asked Questions (FAQs). |
| Search | |
| 17 | The system’s advanced search shall allow the user to search the database for all RELEVANT data fields and perform a filterable and sortable keyword/wildcard search on course name, competency, and/or skills assessment. Data fields shall be available to the user to add or remove from their search. |
| 18 | The systems shall return search results in a list format, with results being links to associated page containing the data and shall support downloadable reports. |
| Data Management | |
| 19 | If the vendor proposes a Moodle-based solution, they must include a description of how learners can be batch enrolled in learning paths through flat file uploads or web services and how related reporting will be handled. |
| 20 | The system shall track user actions with associated date stamp. Access to these actions will be limited by permissions: System Administrator for all system actions, and Managers will have access to view subordinate actions. |
| 21 | The system shall allow users with the appropriate permissions access to the full dataset, both standard OOTB data fields and custom data fields. |
| 22 | The system shall support a relational database, with no access limitations for users with assigned permissions. |
| Integration | |
| 23 | The vendor shall provide a configuration document and provide application program interface (APIs), proprietary and open, to allow current Peace Corps systems (such as HRIS, VIDA) to interface with the LMS. |
| 24 | The system shall be xAPI ready. |
| 25 | Reserved |
| 26 | Reserved |
| 27 | Reserved |
| 28 | Reserved |
| Workflows | |
| 29 | The system shall grant the System Administrator the ability to build (specify which fields are viewable, editable, or required) and publish custom automated workflows (to include but not limited to the SF182). Please see ATTACHMENT 5 - Workflows. |
| 30 | The system shall route required approvals workflows for courses and/or curriculum automatically on course registration request. |
| 31 | The system shall allow the System Administrator to view the status on each approval workflow, and over-ride the workflow as necessary. |
| 32 | The system shall filter approval request workflows to approvers so that only learners under their purview are visible. On approval, notifications shall be sent to the Learner and the Approver via email. |
| 33 | The system shall grant the System Administrator and Approver the ability to assign a proxy or delegated authority for their workflow. If the proxy/delegate is unavailable, the system shall re-route as defined by the System Administration. |
| 34 | The system shall allow the System Administrator and Approver to view and download the workflow while in progress and when complete as a pdf. |
| Communication | |
| 35 | Authorized users can create, edit, and delete email or in-system alerts and notifications that are automatically triggered by an event or date. |
| 36 | The system shall generate automatic email notifications to users including but not limited to: Registration and/or De-registration for courses, Reminders of upcoming courses for which users/subordinates are registered, Pending approvals via workflows, Approval and/or denial of requested registration, New learning requirements, Reminders for Mandatory courses, Reminders for Preferred courses, Changes to waitlist position, Failure of course (Learner and Manager), and Notifications and updates to select user groups regarding system unavailability/availability |
| 37 | The system shall allow owners of automatic notifications to turn off and on notification events. |
| 38 | The system shall allow for the ability to edit and manage the content of notification messages. |
| 39 | The system shall allow the ability for System Administrators and Managers to send emails to a select user and user groups based on the email provided in the user’s profile. |
| Test Environment | |
| 40 | The system shall provide a development site (owned by Peace Corps) and access to a system sandbox (owned by vendor), which, will be used by authorized users to test courseware and new features. |
| 41 | Vendor shall notify Peace Corps of any new systems requirements in advance to facilitate the testing schedule of existing courseware against the environment updates. |
| Content Management | |
| 42 | The LMS shall be SCORM 1.2 and AICC compliant |
| 43 | LMS shall not inhibit Content Manager on the size of requirements of course material. PC SOP will direct standardization efforts and content requirements. |
| 44 | The system shall allow for the development and monitoring of learning plans, competency management, individual development plans, and informal learning. |
| 45 | The system shall organize the course catalog (but not limit) to the following: title, course code, description, intended audiences, delivery method, length of course, approvals needed, owner & Subject Matter Expert (SME) name/contact info, date created, date loaded into system, date to be reviewed for revision, and required prerequisites. |
| 46 | The system shall track user completion within the catalog. |
| 47 | The system shall allow third-party and custom content within the catalog. |
| 48 | The system shall support multiple catalogs based on audience through catalog access codes assigned with the appropriate permissions. |
| 49 | The system shall automatically update the available course catalog after any administrative change. |
| 50 | The system shall allow for the catalog to be filtered by online resources or instructor-led courses. |
| 51 | The system shall allow Learners the option to rate a course on completion of the course. |
| 52 | The system shall automatically manage the grade book by marking any learning object as complete or incomplete and designating a grade |
| 53 | The system shall allow the ability to set (and override) the maximum number of students for a course at the session level. |
| 54 | The system shall manage course registrations with automatic waitlist functionality. (first in- first out capability) |
| 55 | The system shall allow users to view and print completion certificates. |
| 56 | The system shall allow for courses to be set on a recurring basis to ensure continued compliance. Auto-reminders shall be employed to remind users of upcoming requirements. (Federal, Agency and Certification renewals.) |
| 57 | The system shall provide a testing and survey creation tool. |
| 58 | The system shall auto-grade and capture test scores, and apply them towards course completion within programs, curricula, and learning plans. |
| 59 | The system shall allow individual tests and surveys to be assigned/copied/removed to and from multiple learning objects across programs/learning paths. |
| 60 | The systems shall allow for the setting of passing scores per test, and require passing scores to complete the course. |
| 61 | The system shall automatically record the course complete on passing of the final test. |
| 62 | The system shall allow for the setting of attempts and time duration of each test. |
| 63 | The system shall allow for the continued editing of test/surveys post deployment. (Open editing after students have taken the test. Legacy scores should be locked in user profile/learning plan) |
| 64 | The system shall auto save on completion of test/survey or course. |
| 65 | The system shall accept courses from third-party course creator tools. |
| 66 | The system shall support/offer the ability to link and launch courses from system generated URL addresses (with proper system access). |
| Reporting | |
| 67 | The system shall provide on-demand web-based, dashboard (graphical) and downloadable/exportable reporting. |
| 68 | The system shall support downloadable/exported reports in the following formats: .xlsx, .csv, and .pdf. |
| 69 | The system shall support the ability to schedule and email specified reports to Peace Corps. |
| 70 | The system shall provide standard out of the box reporting capabilities. (Ability to track student progress within each course, attendance, dates and times of each entry in the system/course, the length of time, attempts to successfully complete course test, progress/completions of each course/curriculum that has been assigned for subordinates.) |
| 71 | The systems shall provide a graphical interface of modifiable data to include but not limited to: learner location/post, progress (enrolled, in progress, completed) and show activity completion. |
| 72 | The system shall allow users with the appropriate permissions to build and view reports organized by Peace Corps defined user profile fields against all other data fields. (Examples include: Quiz results by individual and post.) |
| 73 | The system shall allow privileged users to edit/customize/modify and save standard reporting as new reports. |
| 74 | The system shall allow privileged users to create/customize/modify new reports. |
| 75 | The system shall report on the following Learner statistics: course history, transcripts, certificates, external courses, development plans, learning paths. |
| 76 | The system shall report on learning plan progress across users, groups, and globally. |
| 77 | The system shall allow Managers to pull reports on subordinates. |
| 78 | The system shall allow for the reporting on custom workflows and e-forms created in the system for requests and approvals. |
| 79 | The system shall allow for reports to be filtered by column/field. (alphabetical/chronological) |
| 80 | The system shall support the user with a report building tool to create new or edit existing reports against any relevant data point captured within the system. |
| 81 | The system shall support the capability of building ‘drill down’ reporting. |
| Integration Requirements | |
| 82 | The system shall provide authorized Peace Corps Staff and volunteers with single sign-on capability from within the Peace Corps network via integration with the Peace Corps instance of Microsoft's Active Directory Federation Services (AD FS). |
| 83 | The system shall be Security Assertion Markup Language 2.0 (SAML 2.0) compliant. |
| 84 | The system shall furnish Peace Corps with a configuration document outlining the single sign-on recommended configurations. Staff and volunteers both have active directory accounts and will use ADFS/SAML to authenticate. |
| 85 | The Learner role shall have the ability to upload certificates of completion received from 3rd party classes/vendors for course/curriculum approval routing. |
| 86 | The Learner role shall access virtual classrooms (VTC integration) such as Skype for Business, course content or enroll in face-to-face courses. |
| 87 | The system shall track a user’s Continuing Education Units (CEU) and a Continuous Learning Points (CLP). |
Draft Attachment 2 - Functional and Technical Requirements
Functional Requirements
| Attachment 2 - FUNCTIONAL AND TECHNICAL REQUIREMENTS | |||
| Reference Number | Requirement | Vendor LMS | Comments |
| User Functionality | |||
| 86 | The system shall allow for multiple roles to be associated with a single user. | ||
| 87 | The system shall provide for multiple roles with varying privileges. Roles to include, but limited to: System Administrator, Content Manager, Learner, Vendor, Manager, Course Approver, and E-Learning Developer. | ||
| 88 | The System Administrator role shall have access to all system modules, and have no restrictions on create, read, update and delete (CRUD) permissions system wide. | ||
| 89 | The System Administrator role shall manage, and set role (many to one) permissions (by field), and perform maintenance on user account profiles. | ||
| 90 | The System Administrator role shall create user profiles in three ways: Integration with PC Staff Directory, Bulk Upload (.csv), and Individual creation. | ||
| 91 | The System Administrator role shall create/copy/modify roles in the LMS, and assign permissions as well as restrict user changes to profiles. | ||
| 92 | The System Administrator role shall have the ability to create and edit custom/standard fields within user profiles. | ||
| 93 | The System Administrator role shall have the ability to manage the status of user profiles. (activate/ inactive/ deactivate) | ||
| 94 | The System Administrator role shall have the ability to maintain, edit and update the hierarchical organizational structure within the system and associate the hierarchy to user profiles for learner/supervisor relationship. | ||
| 95 | The System Administrator role shall have the ability to add individual learners, groups, or domain to programs, classes or waitlists. | ||
| 96 | The System Administrator role shall have the ability to search user profiles and enroll/remove users to courses, programs and waitlists based on search filters. | ||
| 97 | The System Administrator role shall have the ability to assign resources (such as seats, rooms, equipment). | ||
| 98 | The System Administrator role shall create and design new workflows with the LMS including, but not limited to: course approvals, waitlist waivers, and electronic federal forms (SF182). | ||
| 99 | The System Administrator role shall have the ability to upload and change courses and catalog offerings with no limit. | ||
| 100 | The System Administrator role shall have the ability to configure the user interface without vendor assistance and utilize pre-defined Out of the Box (OOTB) and custom LMS Apps to design/brand landing page and dashboards. Page content will be dynamically rendered based on users permissions. | ||
| 101 | The System Administrator role shall have the ability to activate/deactivate standard and custom features within the LMS (Modular Design Requirement) | ||
| 102 | The System Administrator role shall configure security settings for user access to include: password characteristics, automatic logout, max logon attempt | ||
| 103 | The System Administrator role shall have the ability to mark course complete for learner, manage course properties, set course access by date and or permissions, set course permissions restricting self-registration, manage grade book (requires letter/number grade entries editable by the instructor), assign instructor(s) to courses/sessions, disable a course, assign resources, manage rooms and equipment, edit/manage learning plans, certification tracking and test waitlist, set/waive course prerequisites, and request/reserve administration. | ||
| 104 | The System Administrator role shall have the ability to respond to password resets with automated system responses setting a new password for the user. | ||
| 105 | The System Administrator role shall configure the user interface without vendor assistance. User interface will be rendered based on the permissions assigned to the user viewing the page. | ||
| 106 | The System Administrator role shall publish content and supporting materials to the production instance of the LMS. | ||
| 107 | The Content Manager role shall have the ability to build and edit catalog offerings, in which they have CRUD Permissions to, with no limit. | ||
| 108 | The Content Manager role shall create, copy, modify, and delete learning plan templates. | ||
| 109 | The Content Manager shall create, edit, backup/restore and import from existing courses the contents of courses, learning plans and certification plans. | ||
| 110 | The Content Manager role shall set/edit due dates for course completion. | ||
| 111 | The Content Manager role shall manage multiple catalogs and set the permissions based on audience (group association, user profile attributes, specified users), manage ‘featured course’ tag, and add/remove courses as needed. | ||
| 112 | The Content Manager role shall associate users into classes and associate courses/curriculum into and across multiple and custom learning paths. | ||
| 113 | The Content Manager role shall create custom content (or upload external e-learning courses) through the system and add them to the existing course catalog. The LMS shall provide the Content Manager the ability to preview content prior to publishing. | ||
| 114 | The Content Manager role shall set a lifecycle/subscription period for courses within the catalog as well as set terms/time frames during which the course is available for enrollment. | ||
| 115 | The Content Manager role shall utilize the system’s notification capability to create and send ad hoc and recurring notifications to select users or user groups. | ||
| 116 | The Content Manager role shall have the ability to group related/complementary course together. | ||
| 117 | The Learner role shall have the ability to see courses/curriculum they have registered for, have been assigned, have started, and have completed. | ||
| 118 | The Learner role shall see notifications from Content Managers/System Administrators on upcoming courses, pending actions, and news on login. Calendars and Dashboards displaying relevant Learner course information shall be viewable from the landing page. | ||
| 119 | The Learner role shall have the ability to search for courses/curriculum from a basic or advanced search menu. Boolean and Wildcard searches will be supported. Courses will be filterable by Instructor-Led Training (ILT) properties. | ||
| 120 | The Learner role shall have the ability to enroll/register, request to register, and cancel registration for non-mandatory courses and indicate whether they will be attending in person or virtually. | ||
| 121 | The Learner role shall have the ability to request permission to waive a course prerequisite. | ||
| 122 | The Learner role shall have the ability to launch courses, quizzes, and documentation from the browser. | ||
| 123 | The Learner role shall have the ability to access and contribute to online learning communities within curriculums on the LMS. | ||
| 124 | The Learner role shall have the ability to upload certificates of completion and required course documentation for approval routing. Please see ATTACHMENT 5 - Workflows. | ||
| 125 | The Learner role shall have the ability to view a history of courses they have enrolled in with course results. | ||
| 126 | The Vendor shall provide 24 by 7 technical support for System Administrators and Content Managers. (minimum of online documentation) | ||
| 127 | The Vendor shall define and manage an ongoing training and support plan for Content Managers and System Administrator roles. | ||
| 128 | The Vendor shall coordinate all planned outages and scheduled maintenance with Peace Corps in advance. | ||
| 129 | The Vendor shall provide program updates to include: general maintenance releases, functionality releases, and documentation updates. | ||
| 130 | The Vendor shall provide security alerts and patches to the software as needed. | ||
| 131 | The Vendor shall proactively notify key personnel and post to the Landing page of unscheduled system outages, Reduced service, issues and expected duration required to regain normal operations within a specified time as according to contractual Service Level Agreement (SLA). | ||
| 132 | The Vendor shall notify key personnel that the system is back up and normal operation has resumed. | ||
| 133 | The Vendor shall schedule system outages with key Agency personnel, and on approval post scheduled outage information (date/time) on the LMS Landing page for all users. | ||
| 134 | The Manager role shall view and edit subordinate user’s registrations/ history and approve or deny subordinate user’s registration requests per Peace Corps Standard Operating Procedures. The Manager role shall be based on the Peace Corps Organizational Hierarchy. | ||
| 135 | The Course Approver role shall approve user registration requests for classes, curricula, and learning paths in which they are designated the owner. | ||
| 136 | The system shall assign a profile and user account to all Learners that will track all LMS learning history associated with that user. | ||
| 137 | The system shall support the Agency’s Organization Structure, with Manager and subordinate hierarchical roles based on user profiles. | ||
| 138 | The system shall allow users to toggle between role types, create/edit individual learning plan, modify calendar view, and view dashboard data. Access to be limited by permissions. | ||
| 139 | The system shall allow users to view dashboard information, customized calendar view (upcoming courses), and manage shortcuts from the landing page. |
Attachment 2 - Functional and Technical Requirements
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